PLEASE SEE THE REMINDERS AND DIRECTIONS ON THE BACK OF THIS SHEET
THE UNIVERSITY OF TEXAS OF THE PERMIAN BASIN
ACQUISITION OF CAPITAL ASSETS, EQUIPMENT, OR CHEMICALS
(to apply to all purchases, grants, gifts or any other source of these items)
Faculty or staff person requesting:
Academic Discipline or Budget Area:
Other Possible Users/Applications (by name or position):
Equipment/Item requested:
Intended use:
Condition of Equipment (if used):
Source:
Why is this Item(s) needed?
Will other equipment or materials or primary maintenance be needed to achieve full functioning?
Suggested Location
Environmental Requirements (space, climate control, utility service, safety, security):
Special Compliances required:
Consequences of our not accepting this equipment:
Acquisition
Cost:
Account Number (or donor):
Authorized Signature:
____________________________________
Transportation
Cost:
Account Number (or donor):
Authorized Signature:
____________________________________
Installation
Cost:
Account Number (or donor):
Authorized Signature:
____________________________________
Maintenance & Operations
Cost:
Account Number (or donor):
Authorized Signature:
____________________________________
Training
Cost:
Account Number (or donor):
Authorized Signature:
____________________________________
APPROVED:
1. ___________________________________________________
Department Chair
Date
5. ________________________________________________
Dean
Date
2. ___________________________________________________
Assistant Vice President for Facilities Management
Date
6. ________________________________________________
OSP or Development
Date
3. ___________________________________________________
Lab Director
Date
7. ________________________________________________
Vice President for Academic Affairs
Date
4. ___________________________________________________
Assistant Vice President for Information Resources
Date
(2000-mms)
Please forward to Vice President for Academic Affairs. Final approved form to be filed with the Lab Director. If you need a copy, please make one.
Directions and Reminders for Acquisition of Capital Assets Form:
Do not leave blanks. If an item does not apply to your request, please note “N/A” (not applicable) in the
space provided.
Other possible users - Please identify other units or personnel who might also benefit from having the item
requested available on campus.
Equipment/item requested - Provide a description which is detailed enough to allow evaluation. If
necessary, attach extra pages.
Other needs for full functioning - All supplies, repairs, maintenance, updates, etc., should be identified
since expenses for these might not be available without planning. If you need anything to make use of the
requested item, it should be noted here.
Suggested Location - The location suggested should take into account space requirements, space
needed for use, safety, and other considerations. The suggestion is subject to the approval of a director
and/or dean, the director of laboratories, physical plant. The final decision is likely to be made with
consultation of all affected.
Reminders:
1. Signatures following the account numbers should indicate that the budget head has approved the use
or expenditure of the funds, and has the willingness/ability to cover the expenses. This is particularly
important if the expenditures are substantial or incurred over subsequent budget periods.
2. All capital equipment (value over $1,000), any other acquisitions, and chemicals secured for the
University are the property of the University. Although they are generally allocated to the grant activities if
purchased through a grant, after the period of the grant, they become part of the University inventory
unless otherwise specified by the grantor. Gifts which are to be restricted must have those terms stated
before the gift is made, since it may effect the willingness of the University to accept the gift. No individual
is authorized to accept gift(s) for the University on their own. Likewise, gifts made to individuals in the
exercise of their duties of employment become part of the inventory of the appropriate organizational unit.
Laboratory equipment must be handled in accordance with standing laboratory policies. Chemicals are
subject to all inventory, handling, and safety policies regardless of the source from which they come. All
items will be handled first, consistent with the grantor terms, and then based on the priorities of the
managerial unit. If items are ultimately declared surplus, they may be sold for individual use, but until that
time are university property. Responsibility for space, maintenance, operating expenditures, and
compliance are the responsibility of the University only if the equipment is on the University inventory.
The University of Texas System Board of Regents’ Rules and Regulations (Part Two, Chapter 1, Section
1) and the Handbook of Operating Procedures, (Part VI, Section 13.0 and 13.1) explain some of the
related limitations. If you have questions regarding these conditions as they relate to equipment you are
requesting, please call the Office of Sponsored Projects (552-2530), or speak with your dean.
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With few exceptions, you are entitled on your request to be informed about the information U. T. Permian
Basin collects about you. Under Sections 552.021 and 552.023 of the Texas Government Code, you are entitled
to receive and review the information. Under Section 559.004 of the Texas Government Code, you are entitled
to have U. T. Permian Basin correct information about you that is held by us and that is incorrect, in
accordance with the procedures set forth in The University of Texas System Business Procedures
Memorandum 32. The information that U. T. Permian Basin collects will be retained and maintained as
required by Texas records retention laws (Section 441.180 et seq. of the Texas Government Code) and rules.
Different types of information are kept for different periods of time.
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